Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Using Sequential Document Serial Numbers.

Using Sequential Document Serial Numbers

by Allen Wyatt
(last updated May 16, 2015)

If you have a need to create serial numbers in your documents and they are very simple in nature, you can do so using a macro. This approach to serial numbers is great if your serial numbers are sequential (1, 2, 3, etc.) or regular in their incidence (3, 5, 7, etc.).

To begin, you should enter the macro that will control the change of the serial number and the printing of your document. You can use the following macro:

Sub MySerial()
    Dim rngSerialLocation As Range
    Dim intSerialNum As Integer
    Dim strSerialNum As String
    Dim docCurrent As Document
    Dim intNumCopies As Integer
    Dim intCount As Integer

    ' set ref to current active doc
    Set docCurrent = Application.ActiveDocument
    ' set ref to the bookmarked serial number
    Set rngSerialLocation = docCurrent.Bookmarks("Serial").Range

    ' get the starting number
    intSerialNum = Val(rngSerialLocation.Text)
    ' get the number of copies required
    intNumCopies = Val(InputBox$("How many Copies?", _
      "Print Serialized", "1"))

    For intCount = 1 To intNumCopies
        ' print the document
        docCurrent.PrintOut Range:=wdPrintAllDocument
        ' increment the serial number
        intSerialNum = intSerialNum + 1
        ' put into formatted version
        strSerialNum = Format(intSerialNum, "00000")
        ' stuff into proper place
        rngSerialLocation.Text = strSerialNum
    Next intCount

    ' reset the bookmark, since the updating procedure
    ' wipes out the old one
    docCurrent.Bookmarks.Add Name:="Serial", _
      Range:=rngSerialLocation
End Sub

There is only one prerequisite to using the macro: you need to make sure that your document contains a bookmark named Serial. This bookmark should reference the serial number in your document, as you want it to appear in the first printed document. (When you are through running the macro, you can save the document and the serial number will be ready for the next time you want to use it.)

The macro also assumes that your serial number consists primarily of some numeric value that changes with each iteration. You can modify the incrementing of the serial number, as well as its formatting, in the For...Next loop within the macro.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9540) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Using Sequential Document Serial Numbers.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Limiting which File Types You See in Drive

Overwhelmed with the number of files displayed on your screen when using Drive? Here's a handy way you can limit what is ...

Discover More

Specifying a Number of Matches

The wild card searching capabilities of Word are amazing. One thing you can do with wild cards is to specify not only a ...

Discover More

Non-Tiled Background Pictures

Background pictures are repeated over and over again (tiled) by Excel. If you want them to not be tiled, you may be out of ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

MORE WORDTIPS (RIBBON)

Printing without Headings

One way to use heading styles is to create a story outline. When it comes time to print the story, though, you may not want ...

Discover More

Preventing Printing

When dealing with determined users, it is virtually impossible to prevent information in your document from being printed. ...

Discover More

Using Crop Marks with a PostScript Printer

Want to add crop marks to a printout? It's easy to do, provided you are using a PostScript printer.

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments for this tip:

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.

Links and Sharing
Share